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Effective Business Communication: A Reflective Essay

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Added on 2024/07/01

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This reflective essay explores the importance of effective communication in the workplace, focusing on the key elements of verbal, nonverbal, and written communication. It delves into the significance of active listening, nonverbal cues, and the role of written communication in building strong relationships and achieving organizational goals. The essay also examines the impact of intercultural communication and team building on effective communication within organizations.

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Effective Business Communication
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Contents
Introduction......................................................................................................................................3
Reflective Essay...............................................................................................................................4
Section 1..........................................................................................................................................4
Section 2..........................................................................................................................................7
Section 3..........................................................................................................................................9
Conclusion..................................................................................................................................... 10
Reference....................................................................................................................................... 11
2

Introduction
Business communication refers to the transfer of ideas, information, objectives and other messages from
one person to the other at the workplace. Business communication needs to be effective to have better
coordination between employees and different departments. Efficient business communication includes
interpersonal, professional and technical skills. Effective business communication is required in all the
organizations whether big or small to maintain a regular flow of information. The manager of an
organization is responsible to maintain effective business communication at the workplace. A clear line of
authority and hierarchy leads to effective communication in the business. Learning the skill of effective
communication is necessary for the personal development of an individual. The essay aims to reflect my
understanding about the concept of effective communication.
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Reflective Essay
Section 1
In week 1, we studies about the importance of effective communication. Organizations hire people by not
only looking at their qualifications but in today’s world communication skills are also judged before
employing any individual. Good communication in the organization builds up a good relationship
between the employer and the employees. With effective communication, the organization can lead to
new innovations in the workplace. In this week we also studied about the ethical communication which
means following basic values in the process of communication. Ethical communication increases human
worth and also fosters truthfulness and respectability.
In the studies of week 2, we learnt about the major three types of communication in the workplace which
are the Verbal Communication, Non verbal Communication and Written Communication. Listening is
another important aspect of communication without which effective communication cannot take place.
Listening is important to understand other’s message and then provide feedback (Gkorezis, et. al.,
2015). Effective listening and nonverbal communication are the two pillars of fundamental professional
communication. In the study of nonverbal communication and listening there were many aspects that I
came to know about like the Proxemics, which is referred to as the utilization of space by the human. It
also means the effect of population density on the communication and social interface. Nonverbal
communication also includes Paralanguage. Paralanguage is the factor that changes the meaning of a
spoken message. It is related to pitch, volume, the prosody of a person (Jia, et, al., 2017). It is significant
to communicate with others by having control over the volume and pitch of the voice.
During the studies of week 3, the workshop was conducted to make students learn about the written skills
needed by a person. A person working in any organisation needs to possess effective written skills so that
he is able to write proper emails, reports for the higher authority and prepare other important documents
for the organisation. In an organisation, written skills play vital role as information is transferred through
written emails or notices.
In the workshop of week 4, we have learned about the different types of written documents that are
prepared in an organization. The studies of the week 5 were aimed to provide knowledge about the
sentence formation, paragraph formation and to find out plagiarism. We have also learned about the
general and specific purpose of academic documents. In this week the importance of written
communication is known.
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In the week 5, we have gained knowledge about writing academic essays which is not much different
from writing general essays but only the guidelines differ a bit. The study provided us with information to
write a literature review and self-reflective essays. The self-reflective essay is the essay written by an
individual in which his experiences are shared. An individual does the analysis of his strengths and
weaknesses to know about him.
The study of week 6 laid emphasis on the different approaches of public speaking. Public speaking is the
art of effectively communicating a message to the audience. A person must develop good public speaking
skills so that he is presentable to a large audience as well. In an organization public speaking is necessary.
The various approaches to public speaking are:
 Practice
 Speak with your body
 Holistic approach
 Analyze the audience
Week 7 provided information about the intercultural communication. Intercultural communication is the
effective communication across different cultures and social groups. There are various barriers to the
effective intercultural communication which are:
 The body language of different people
 Stereotype
 Feelings of people from different backgrounds
 The time value for different social groups
In the studies of week 8, we have learned about the different organizational structures and the types of
communication followed in the organizations. There are various types of organizational communication
which an organization can adapt according to the work culture and the structure of the organization. the
different organizational communication is:
 Formal communication: Formal communication is decided by the management by establishing a
superior and subordinate relationship.
 Informal communication: Informal communication is maintained in the organization by creating
friends group and teams.
 Upward communication: Upward communication is the communication in which the
information flows from employees to the employers.
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 Downward communication: Downward communication is the communication in which the
information flows from the seniors to juniors.
During the studies of week 9, we grabbed knowledge about the different stages of team building. Team
building is an important part of an organization (Johnston, et. al., 2011). There are various stages in the
development of a team. The stages are:
 Forming: This is the stage at which the team members meet each other and share information
about their background and interest.
 Storming: This is the second stage where the team members start working together and come to
know more about each other.
 Norming: Norming is the stage at which the team members focus on the organizational and team
goals rather than individual goals.
 Performing: This is the stage of growth of the team. At this stage, the team performs to its
highest capabilities.
 Adjourning: This is the stage at which the team comes to an end and all the members work
individually.
In the week 10, we learned about the difference between the interpersonal and intrapersonal
communication. Intrapersonal communication takes place among different persons. Interpersonal
communication is the communication with other people. Interpersonal communication is required to
convey messages to others but intrapersonal communication is required to know to communicate with the
inner self (Ames, et. al., 2012).
6

Section 2
According to the research on the nonverbal communication at the workplace, Bonaccio, et. al., (2016) has
said that nonverbal communication is an integral part of effective communication. The author has done
many surveys to prove the point. According to the author nonverbal communication has the power to
substitute, complement or contradict a verbal message. For example, if a person is crying and saying that
he is fine, this shows that his nonverbal communication (wiping tears) contradicts his verbal message
(Bonaccio, et.al., 2016). The author also says that nonverbal communication also reflects a person’s
personal attributes and understanding towards people and the environment. The importance if nonverbal
communication cannot be ignored at the workplace.
Another author Ciuffani, (2017) quoted that “'The availability of nonverbal signals has an important
bearing on accurate judgments of another's communication." This quotation clearly defines the
importance of nonverbal communication. The author has stated in the research that in the case of
nonverbal communication females are more attentive to decode facial expressions than men do (Ciuffani,
2017). Females pay more attention to the facial expressions rather than the words whereas men do more
emphasis on the words.
As effective listening is vital at the workplace, I tried to review the impact of effective listening by
researching. I found out that according to author Ames, et. al., (2012) the influence of effective listening
is more than the verbal expression. The author conducted research and surveys to find out the effect of
listening. The author predicted a distinct effect of effective listening and as the prediction and
assumptions, the studies concluded that effective listening influences a workplace’s variance more than
the verbal expressions (Ames, et. al., 2012).
In the words of the authors, Longwen & Kroon (2018), listening is not only giving attention to the
message but also to pay emphasis on the way as how the message has been delivered. The way of
delivering the message refers to the tone, body language of the person conveying the message. At the
workplace, managers need to be effective listeners because according to the author managers are effective
when they are active listeners. The effective managers have engagement and investment in the outcome of
the interaction. Managers at the workplace should patiently listen to the employee’s problems and then
provide effective feedback after effectively analyzing the message conveyed by the employees. In the
words of the author, 40% of communication is constituted of listening. People are not aware of the
difference between effective and ineffective listening at the workplace but this has a great impact on the
productivity and success of a business or organization. A person can develop the skill of effective
listening by following two steps. Firstly, identifying the obstacles that hinder effective listening and
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secondly, practicing those behaviors which encourage listening. In the research, the author found out a
model of six steps that people can use to improve listening skills. The steps are attention, understanding,
judging, reflecting, clarification, summarization and sharing. It is also the duty of the subordinates to
induce superiors to listen to them (Longwen & Kroon, 2018). This can be done by marinating eye contact
with the superior, leaning forward or simply by smiling.
8

Section 3
I wish to be a successful manager of a big multinational company after 5 years from now, and in my
opinion, effective listening skill will prove to be beneficial for me as it is an important aspect of effective
communication. When I will be a manager, I will listen to my subordinates with patience and make them
listen to my views attentively as this will fasten the work rate. When messages are communicated and
listened attentively, there is no chance of errors in the work which will enhance the working rate of the
organization. There is always a chance of conflicts between employees and the managers when I will be
a manager, I will try and maintain a healthy relationship with my subordinates by communicating to them
my ideas and also paying attention to their views. In this way, effective listening will reduce the chances
of misunderstanding between me and my subordinates.
In my third week of study of effective communication, I learned about the written skills that a person
needs to possess while working in any organization. I want to be a manager and to be successful in my
area of work; written skills will help me a lot. A manager has to write emails for the clients to intimate
them about the changes made in the organization like the mode of payment or any other change in the
policy. For writing these emails, a manager needs to have properly written skills so that the message is
conveyed in the same meaning as it is intended to. A manager has to make Memos, write reports for the
higher management and for this also written skill will help me. In the work area of a manager, it is vital
for me to have knowledge about the technical words and high level written skills as this will create a
positive impact on the minds of the employees as well the clients.
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Conclusion
At last, I want to conclude that in my view, effective listening and nonverbal communication are an
important aspect of effective communication. Oral presentation of a person does not have that much
influence on others as the nonverbal presentation as. The nonverbal acts of an individual can change the
whole meaning of the oral message. It is equally significant to listen to others as effective feedback and
reactions can only be provided if one listens to others carefully. Knowledge of all the types of
communication skills is key for an individual to work in an organization. Effective communication skills
whether written, oral or nonverbal are the determinants of an individual’s own personality.
10

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Reference
 Ames, D., Maissen, L. B., & Brockner, J., (2012). The role of listening in interpersonal influence.
Journal of Research in Personality.
 Bonaccio, S., Reilly, J., Sullivan, S., & Chiocchio, F., (2016). Nonverbal Behavior and
Communication in the Workplace: A Review and an Agenda for Research. Journal of
Management. Vol. 10.
 Ciuffani, B. M., (2017). Non-verbal Communication and Leadership The impact of hand gestures
used by leaders on follower job satisfaction. University of Twente.
 Gkorezis, P., Bellou, V., & Skemperis, N. (2015). Nonverbal communication and relational
identification with the supervisor. Management Decision, 53(5), 1005 – 1022
 Jia, M., Cheng, J., & Hale, C. (2017). Workplace Emotion and Communication. Management
Communication Quarterly,31(1), 69-87.
 Johnston, M., Reed, K., & Lawrence, K. (2011). Team listening environment (TLE) scale:
Development and validation. The Journal of Business Communication, 48(1), 3-26
 Longweni, M., & Kroon, J., (2018). Managers’ listening skills, feedback skills and ability to deal
with interference: A subordinate perspective. Acta Commercii - Independent Research Journal in
the Management Sciences.
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